Administrative Assistant I

State of Illinois • Springfield, MO

5d • Onsite

About The Position

Under general direction of the Director of Operations, performs agency-level procurement and project management duties in support of the Management Operations and Information Systems (MOIS) unit and coordinates property and supply management for the Department’s Springfield office. Collaborates with peers in the MOIS unit to monitor support requests and ensure their assignment and advancement to resolution. Coordinates with MOIS team on the assignment of site-specific support requests to help ensure office and supply needs are assigned and monitored and performs on-site office management duties for the Department’s Springfield office. Supports and coordinates with the Director of Operations and MOIS team on key Department initiatives to provide project management support and calendaring or completion of tasks related to other business units in the Department. Performs other duties as assigned which are reasonably within the scope of the duties enumerated above.

Requirements

• Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.
• Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.
• Requires the ability to pass a background check and self-disclosure of criminal history.
• Requires the ability to travel occasionally with the possibility of overnight stays.

Nice To Haves

• Prefers at least two (2) years of professional experience in procurement processes, including working knowledge of the Illinois Procurement Code and related administrative regulations, solicitation development, vendor and contract evaluation, notices and award management and compliance with public procurement regulations.
• Prefers at least two (2) years of professional experience in detailed project management, including documentation of compliance, processing phased development and stakeholder guidance and communications.
• Prefers at least two (2) years of professional experience composing business communications, working in database systems, supporting data entry, or similar business activities, and the ability to manage complex tasks in systems, such as dashboards, detailed records, or approval cycles.
• Prefers at least one (1) year of professional experience performing office management tasks, such as arranging site access and managing office space, furniture, telephones, and supplies.

Responsibilities

• Performs agency-level procurement and project management duties in support of the Management Operations and Information Systems (MOIS) unit.
• Coordinates property and supply management for the Department’s Springfield office.
• Collaborates with peers in the MOIS unit to monitor support requests and ensure their assignment and advancement to resolution.
• Coordinates with MOIS team on the assignment of site-specific support requests to help ensure office and supply needs are assigned and monitored.
• Performs on-site office management duties for the Department’s Springfield office.
• Supports and coordinates with the Director of Operations and MOIS team on key Department initiatives to provide project management support and calendaring or completion of tasks related to other business units in the Department.
• Performs other duties as assigned which are reasonably within the scope of the duties enumerated above.

Benefits

• A Pension Program
• Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
• 3 Paid Personal Business Days annually
• 12 Paid Sick Days annually (Sick days carry over from year to year)
• 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
• Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
• 13 Paid Holidays annually, 14 on even numbered years
• Flexible Work Schedules (when available dependent upon position)
• 12 Weeks Paid Parental Leave
• Deferred Compensation Program - A supplemental retirement plan
• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
• GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
• 5% Salary Differential for Bilingual Positions
• Commuter Savings Program (Chicago only)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree